Deadlines for travel and expense claims and journal entry requests

As we approach the end of the fiscal year, it’s important to ensure all your travel, expense, and journal entry requests are submitted to Shared Services on time. March 17 and 28 are the key dates to keep in mind for the following activities to ensure that claims or requests for adjustments are processed accurately.  Please refer to the Year-end Schedule for all other processing dates or submission deadlines.

Expense Claims

• Deadline: Submit by March 17, 2025 
• Submit receipts within 90 days of the expense date or by March 17, whichever comes first. Claims submitted after this period may not be reimbursed.

Travel Expense Claims

• Deadline: Submit by March 17, 2025 
• Travel expense claims must be submitted within 30 days of completing your trip. Late submissions will not be reimbursed.
• Any travel completed near the fiscal year-end may result in claims carrying into the next fiscal year, depending on timing.

Journal Entry Requests for T&E and Credit Card Adjustments 

• Deadline: Submit journal entry requests by March 28, 2025
• Ensure all projects and speed codes in the original report are active. Inactive speed codes or delays in project re-opening may lead to processing delays or rejection.
• Late submissions may be deferred to the new fiscal year, potentially impacting financial reporting for your grants.

For more information, review the travel expense and (non-travel) expense claims pages and the Shared Services news article on the Dos and Don'ts: Travel & Expense Claims.